Executive Assistant at Youth Foundation for Development, Education & Leadership (YouthhubAfrica)

Reports to:   Executive Director

Department:        Admin/HR

Main Function  

To provide high-level confidential support to the Executive Director by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively. 

Role Responsibilities     

• Manage ED’s schedule: schedule meetings, screen for conflicts, and ensure the ED is prepared for important meetings.
• Arrange travel, prepare expense reports, and handle other administrative tasks as required to support the Executive Director
• Serve as a proxy for ED at certain weekly meetings, take notes, and keep track of ED’s action items.
• Develop and sustain a high level of professionalism among staff and community members.
• Maintain an imprest for ED\'s professional expenses.
• Take a lead on special projects as designated by the ED
• Ensure that work is carried out in accordance with Youthhubafrica\'s values, equality aims, policies, and procedures.
• Any other duties relevant to the needs of the organization and as directed.

Experience/Qualification    

• Bachelor’s degree in Business Administration or a related field 
• 2 to 5 years experience as Executive Assistant or similar roles. Exceptional candidates with very little work experience will be considered
• Previous work experience in an NGO in a similar role is an added advantage

Competencies/Skills    

• Proficiency in Microsoft Office Suite (Excel, Powerpoint, Word) and Project management tools
• Have an exceptional ability to see ten steps ahead, anticipating and heading off issues before they become problems.
• Highly skilled at prioritizing ED’s tasks and effectively communicating changing priorities on a daily basis.
• Problem solver: Plans, strategies, and schedules change: You react quickly, are resilient, and take the initiative to find the best alternatives when these changes arise.
• Independent: self-directed and able to get the job done; ensure the ED is on track.
• Ability to carry out all the duties with complete discretion and a high regard for confidentiality.
• Proactive: you take initiative in improving processes; you’re always thinking ahead.
• Knowledge of corporate operations, with experience overseeing project timelines and implementing effective process improvements.
• Analytical Skills: Strong ability to analyze complex data.
• Project Management: Skilled in project management, with experience in coordinating cross-functional teams to ensure project alignment and efficiency.
• Communication: Excellent verbal and written communication skills, with the ability to represent the ED professionally to internal and external stakeholders.

Behavioral Qualities/Other Competences    

• Be personable with strong interpersonal and oral/written communication skills; ability or willingness to learn to use various communication tools and function in an asynchronous work environment.
• Uphold a strict level of confidentiality.
• Maintain a high level of attention to detail and accuracy.
• Ability to manage multiple tasks, re-prioritize on a daily basis, and meet deadlines.
• High level of emotional intelligence in difficult circumstances with dedication to sustain performance, particularly when under pressure
• Problem-solving and decision-making aptitude
• Strong work ethics and reliability 
• Be highly organized with exceptional planning skills.
• Able to work both independently and in a collaborative environment.
• Ability to track and monitor travel budget spending at the org level.
• Willingness to try new methods, apps, and/or technology.
• Take initiative in completing assignments, solving problems, and seeking solutions.

The opportunity will offer

• Competitive Salary
• Health Insurance
• Pensions Contribution
• Group Life Insurance
• Free lunch
• Personal Development Opportunity
• NSITF Compliance

NOTE: YHA is an equal opportunity and inclusive employer. As a result, we do not discriminate based on age, gender, or disabilities.